Skip to content

ctcLink Learning Opportunities & Support Roundup: May 15, 2024

May 15, 2024 by ctcLink Communications

A weekly round-up of ctcLink learning opportunities, ctcLink support updates, and news for Washington state community and technical college ctcLink users.

If you have questions or suggestions for future editions, contact ctcLink News or slnelson@sbctc.edu.

What ctcLink learning opportunities are available?

ctcLink Support eLists

ctcLink Customer Support teams send notifications of learning opportunities (including trainings, work sessions, user acceptance testing, and more), as well as global and cross-pillar system communications to the applicable ctcLink Support eLists (aka listservs) on a regular basis.

If you are a ctcLink end-user, and not already hearing about learning opportunities firsthand, join one or more support lists today: ctcLink Support eLists 

Training calendar

Find the latest learning opportunities, including notices of cancellation or schedule changes, on the ctcLink Training page or on the SBCTC meetings and events calendar (apply filters).

Take a training tour

View the ctcLink Training Overview video for a quick online tour of resources. To view it in full screen, select box icon in the upper right corner.

Learning Opportunities & Work Sessions Ahead

To plan further ahead or find the latest learning opportunities, as well as notices of cancellation or schedule changes, see the complete calendar at the ctcLink Training page or on the SBCTC meetings and events calendar (apply filters).

Date Time Event
May 16 10am ctcLink Accounting Team: PO & REQ Cleanup in Prep for Year-End
May 16 1pm CS Core Work Session: Open Q&A Session
May 20 9am *UPDATED* All-Pillar Learning Opportunity: End of Fiscal Year Prep
May 21 9am PS Query Training 301 Advanced - Part 1
May 21 2pm FIN Work Session: YEAR END TOPICS on GR, BI, AR
May 22 9am PS Query Training 301 Advanced - Part 2
May 22 1pm HCM Work Session: Fiscal Year Comp Time Payoff
May 23 10am ctcLink Accounting Team: Year-End Closing Schedule Review
May 23 1pm *CANCELLED* Fin Aid Work Session: Special Fall SAP
May 23 1pm SF Work Session: Write-Off Updates
May 28 2pm FIN Work Session: FSCM Prod Support Meeting *CANCELED*
May 30 10am ctcLink Accounting Team: Expense Module Recon (YE Prep)
Jun 3 9am *UPDATED* SF Training: SF Reconciliation
Jun 4 2pm FIN Work Session: YEAR END TOPICS on PU, AP, KK
Jun 5 8:30am CS Core Training: Graduation Tracking
Jun 6 10am ctcLink Accounting Team: Accounts Receivable Recon Queries
Jun 6 1pm CS Core Work Session: Stacking the Deck: Student Program/Plans
Jun 6 2pm FIN Training: FY25 Grant Award Creation to Activation
Jun 10 11am FIN Work Session: Grants/Projects Q&A Drop-In
Jun 11 9am PS Query Training 401 Expert- Part 1
Jun 11 10am ctcLink Accounting Team: Payroll Liabilities
Jun 11 2pm FIN Work Session: YEAR END TOPICS on AM, GL
Jun 12 9am PS Query Training 401 Expert- Part 2
Jun 12 2pm ctcLink Accounting Team: SF/GL Open Forum Meeting
Jun 13 10am ctcLink Accounting Team: Suspense Account Cleanup
Jun 13 2pm FIN Training: FY25 Capital Projects Creating & Maintaining
Jun 17 10am ctcLink Accounting Team: Outstanding Checks and Escheatment
Jun 18 10am ctcLink Accounting Team: Capital Asset Reconciliation
Jun 18 2pm FIN Work Session: FSCM Prod Support Meeting
Jun 20 10am ctcLink Accounting Team: VPA Year-end Reconciliation and Process
Jun 20 1pm SF Work Session: SJS Updates
Jun 21 10am ctcLink Accounting Team: FYE24 Open Q&A
Jun 24 10am ctcLink Accounting Team: Inventory Year-end
Jun 25 10am ctcLink Accounting Team: Payables
Jun 25 2pm FIN Work Session: YEAR END TOPIC on PO Rollover
Jun 26 10am ctcLink Accounting Team: FYE24 Open Q&A
Jun 27 10am ctcLink Accounting Team: Year-end Accrual Process
Jun 27 2pm FIN Work Session: FY24 Grants & Projects BEFORE 6/30
Jun 28 10am ctcLink Accounting Team: FYE24 Open Q&A
Resource Description
ctcLink Training Quick Reference Guides The ctcLink Training Quick Reference Guides (QRGs) in the ctcLink Reference Center lists and links to recordings of sessions delivered by the Training Team.
Work Sessions in Canvas The Work Session Canvas Course lists and links to recordings of sessions, including CS Core-offered Work Sessions. Register for the course(s) at ctcLink Training Registration.
ctcLink Security Documentation & Training Find ctcLink Security-related training materials, documentation, Quick Reference Guides (QRGs), useful queries, and more on the ctcLink Security Documentation & Training page.
Accessibility and ctcLink Open Forums SBCTC hosts monthly Accessibility and ctcLink Open Forums to engage Washington's community and technical college system in discussions around ctcLink accessibility and technology. Find materials and recordings from past ctcLink Accessibility Forums on the website.

 

ctcLink News

All-Pillar Learning Opportunity: End of Fiscal Year Prep

Monday, May 20, 2024, 9 to 11 a.m.

Join Webex | Meeting number (access code): 2663 924 7352 | Password: wGTNeUTZ233

In this session, SBCTC will present a high-level view of how all ctcLink pillars interconnect, with an emphasis on Fiscal Year End (FYE) preparation.

FYE prep includes

  • Human Capital Management Transactions
  • Campus Solutions Core Student Services
  • Financial Aid Review
  • Student Financials Reconciliation and Spring Cleaning
  • Finance Tasks/Checklists and General Ledger

Learning objectives

  • A high-level overview of how information flows within ctcLink pillars
  • A high-level overview of each pillar and the resources and tools available for end of year cleanup, including queries, documents, reference guides, and process guides
  • Where to access links to previous/upcoming trainings regarding reconciliation/end of fiscal year prep

Details

Registration & Recording

This session will be recorded and added to the ctcLink Work Session Information Canvas Course under the Cross-Pillar Work Sessions 2024.

Please note, while you can attend the session just by clicking the Webex link, to access Training Recordings in the future, the specific Canvas Course needs to be added to your courses.

You can register for SBCTC Canvas Courses through the Accessing ctcLink Courses on Canvas Training Registration Form page.

Data Summit 2024: Save the Date!

Monday, Aug. 19 (all day) & Tuesday, Aug. 20 (tentative half-day) at South Puget Sound Community College, Lacey Campus.

Planning for Data Summit 2024 is now underway

The DataLink Steering Committee (IT Commission & Research and Planning Commission) is in the planning stages for another informative event discussing all things data. Last year, participants heard from several areas about work occurring to set a foundation for growth in this area. 

In 2024, the committee aims to build on that foundation with valuable discussions and a more in-depth look at our system’s data landscape and data needs.

The agenda is under development but will include:

  • Hands-on work with the data
  • Deep dives on hot topics
  • Topic-specific groups, rather than role-specific
  • Opportunities for collaboration
  • Information on what’s coming down the road

For the Tuesday half-day, the planning team is considering hands-on, deep dives into a couple of topics, but nothing is set.

Get involved

We want to hear from you!

New! Manage Okta Account Settings from your ctcLink Gateway Portal

A link to the Okta portal has been added to the ctcLink Gateway page. The link points users to myaccount.ctclink.us, where users can view recent ctcLink sign-in activity, manage account recovery details, and multifactor authentication (MFA) settings.

The new link is part of an enhancement request sponsored by Highline College, Olympic College, South Puget Sound Community College, and Lower Columbia College. A huge thank you to these colleges for their continued efforts to improve end-user experience.

Welcome New SBCTC Application Services Director

Saravanan Mylsamy will join the SBCTC IT Division, on Monday, June 3, 2024, as our new Application Services Director, replacing Ray Gartner who recently retired after 36 years of service to our system.

Saravanan is a servant leader and continuous learner who loves to work with teams and is curious about both people and processes. He has experience leading high-performing and cohesive software engineering teams; most recently, as Director of Software Engineering at Nike, where Saravanan partnered with 20+ teams globally spanning business, technology, and product organization. He is passionate about end-to-end scalable systems, using metrics and key performance indicators to measure and increase efficiency.

Saravanan also brings with him experience in architecting, implementing, and supporting a cloud ERP platform; and has developed testing strategy, IT policies and procedures, and business processes.

Saravanan holds a master’s degree in computer science and a variety of industry certifications, including the Project Management Professional (PMP)® Certification from the Project Management Institute, Information Technology Infrastructure Library (ITIL), and Machine Learning from Stanford University.

An avid outdoor enthusiast, Saravanan lives in Portland and loves to explore the natural wonders of the West Coast, from trail runs through national and state parks to leisurely strolls among the blooms of Portland's Rose and Japanese Gardens. His partner's career with the Oregon Department of Forestry (ODF) complements his passion for the great outdoors and fuels their shared appreciation for the environment. He has volunteered with hospice for the past 12 years, a truly rewarding experience for which he is grateful.

All-Pillar Learning Opportunity: End of Fiscal Year Prep

Monday, May 20, 2024, 9 to 11 a.m.

Join Webex | Meeting number (access code): 2663 924 7352 | Password: wGTNeUTZ233

In this session, SBCTC will present a high-level view of how all ctcLink pillars interconnect, with an emphasis on Fiscal Year End (FYE) preparation.

FYE prep includes

  • Human Capital Management Transactions
  • Campus Solutions Core Student Services
  • Financial Aid Review
  • Student Financials Reconciliation and Spring Cleaning
  • Finance Tasks/Checklists and General Ledger

Learning objectives

  • A high-level overview of how information flows within ctcLink pillars
  • A high-level overview of each pillar and the resources and tools available for end of year cleanup, including queries, documents, reference guides, and process guides
  • Where to access links to previous/upcoming trainings regarding reconciliation/end of fiscal year prep

Details

Registration & Recording

This session will be recorded and added to the ctcLink Work Session Information Canvas Course under the Cross-Pillar Work Sessions 2024.

Please note, while you can attend the session just by clicking the Webex link, to access Training Recordings in the future, the specific Canvas Course needs to be added to your courses.

You can register for SBCTC Canvas Courses through the Accessing ctcLink Courses on Canvas Training Registration Form page.

CS Core Learning Opportunities

CS Core Training

CS Core Trainings, a valuable learning opportunity, are held on the third Wednesday of every month from 8:30 a.m. to 10 a.m. The dates may change, and notifications will be sent in advance. The CS Core training alternates between refreshers and different process approaches. We highly value your participation and welcome all end-users to attend these trainings. You can find details about upcoming meetings on the SBCTC Calendar, CS Core Weeklyish CORErespondence, and CS Core listserv. Please visit the QRG Campus Solutions Learning OpportunitiesRecordings for a list of previous recordings.

CS Core Training: Graduation Tracking

Wednesday, June 5, 2024, 8:30 – 10 a.m., Read more and join the session

We invite you to join us in reviewing the Graduation Processing process, with a focus on Graduation Tracking and Search functionality. Suppose your college allows students to apply for graduation online through ctcLink. In that case, the Graduation Tracking Search page will be the first resource credential evaluators access when looking for new graduation applications to review. Once accessed, evaluators can use the Graduation Tracking page to update statuses and add Graduation Notes.

Contact Tanjagay Martin, SBCTC Functional CS Core Trainer, with questions.

Behind the Integration Broker (IB): Data Synchronization between HCM and CS Pillars

Thursday, Aug. 1, 2024, 1-3 p.m., Read more and join the session

Seeking clarity about what data moves from HCM to Campus Solutions? And how?  We hope to not only satisfy your curiosity but also make it easier for your Student Records and HR offices to stay in sync and achieve your intended outcomes. 

This session will be an introduction to what Integration Broker (IB) is, how it works and what it does.  We’ll discuss some of the basic consideration points and tips about managing biodemo data, particularly those nuances of being in a multi-pillar, global environment. 

Questions? Contact CS Core Support.

CS Core Work Sessions

Campus Solutions (CS) Core Work Sessions, open to ALL end users, are held the first Thursday of each month, from 1 to 3 p.m. The CS Functional Support team facilitates, alternating between functional team delivered content and college user delivered content with functional team support. Each meeting includes time for colleges to ask questions about other topics or service tickets.

Find details on the SBCTC Calendar and in the CS Core Weeklyish COREspondence (sent on Fridays to the CSSupport listserv).

Core Sessions: College System & SBCTC Calendar

CS COREterly Open Q&A Sessions

We want these sessions to provide an opportunity for college users to:

  • Get assistance with any functionality they want to better understand or situation they are struggling to make work.
  • Seek advice on anything they are trying to solve.
  • Share best practices and lessons learned.
  • Develop networks and build community.

To support the varied work areas of our users, each session will have a breakout room for each of the following modules:

  • Records & Enrollment, which includes Student Program/Plan, Term Activation, Enrollment Appointments, Enrollment, Transfer-In Credit, Transcripts, Graduation and so on.
  • Campus Community, which includes 3Cs, BioDemo, Service Indicators and so on.
  • Curriculum Management, which includes class building, course catalog management, enrollment requirements and so on

Along with your colleagues who can share their real-life experiences and the solutions they have employed; CS Core team experts will be present in each room. We encourage you to submit your questions before the session (but doing so isn’t required). Enter your questions on the CS COREterly Question Submissions tab. Knowing your questions ahead of time just helps us to be prepared and allows us to help as many people as possible.

We hope you’ll join us even if you don’t have specific questions! We look forward to connecting with you and for you to connect with each other.

Stacking the Deck: Student Program/Plans

Thursday, June 6, 2024, 1-3 p.m., Learn more and join the session

Based on college feedback, this year we are creating more spaces for sharing lived experience.  I’m looking for a couple of colleges to join the party. Before you tell me you can’t because you’re still working things out, that’s fine! We just need folks willing to share what they are doing and how it’s going. If you’re up for it, please contact Michelle Kuwasaki.

Module/s: Records and Enrollment

Primary Audience: Admissions, Student Records

Related QRGs: Student Program and Information Chapter

Because the impact of the Student Program/Plan is wide, it is important to get them right! We’ll warm up with a quick review of the building blocks involved: effective-dating, adding rows, action reasons, and attributes. Then, make connections with term activation, tuition calculation, FA, the AAR and the transcript. Of course, we need to save time for common conundrums like when to start a NEW stack vs adding a change row not to mention everyone’s favorite, those certificates earned “along the way.”

Student Program/Plans also matter to QARS and NSC Reporting. We will cover general best practices for ensuring data accuracy which also conveniently reduces NSC and QARS errors. And we’ll close by strongly advocating for various maintenance activities such as keeping term activation tidy and minimizing the number of open Student Program/Plans.

Hodgepodge: A Treasury of Tiny Topics

Thursday, July 18, 2024, 1-3 p.m., Learn more and join the session

So many topics deserve a spotlight but don’t quite merit an entire session by themselves.  So, what to do?  We are bundling them up for you in a Very Special Hodgepodge Session!

While we plan to cover some fundamentals, such as understanding effective-dating and best practices in testing, much of this session will be a speed-review of reminders and suggestions about fix-it processes like Synchronize Enrollment Totals and workarounds like Bypassing Clean Address. 

Designed to prompt many “Ohhh, RIGHT!” responses and build your muscle memory, this session should be a fun one. 

Modules: All

Questions? Contact CS Core Support.

FIN Learning Opportunities

All-Pillar Learning Opportunity: End of Fiscal Year Prep

Monday, May 20, 2024, 9 to 11 a.m.

Join Webex | Meeting number (access code): 2663 924 7352 | Password: wGTNeUTZ233

In this session, SBCTC will present a high-level view of how all ctcLink pillars interconnect, with an emphasis on Fiscal Year End (FYE) preparation.

FYE prep includes

  • Human Capital Management Transactions
  • Campus Solutions Core Student Services
  • Financial Aid Review
  • Student Financials Reconciliation and Spring Cleaning
  • Finance Tasks/Checklists and General Ledger

Learning objectives

  • A high-level overview of how information flows within ctcLink pillars
  • A high-level overview of each pillar and the resources and tools available for end of year cleanup, including queries, documents, reference guides, and process guides
  • Where to access links to previous/upcoming trainings regarding reconciliation/end of fiscal year prep

Details

Registration & Recording

This session will be recorded and added to the ctcLink Work Session Information Canvas Course under the Cross-Pillar Work Sessions 2024.

Please note, while you can attend the session just by clicking the Webex link, to access Training Recordings in the future, the specific Canvas Course needs to be added to your courses.

You can register for SBCTC Canvas Courses through the Accessing ctcLink Courses on Canvas Training Registration Form page.

FIN Work Sessions: FY24 Grants & Projects

Please join the ctcLink Finance Customer Support team for two collaborative support sessions to help troubleshoot, clear-out errors, and reconcile prior Fiscal Year End 2023-2024. This includes ALL Grants, Program Projects, and Capital Projects.

Questions?  See the contact information listed in the event calendar listings above.

ctcLink Accounting Team Presents: Chartstring Clean-Up & Special Topics

Join the SBCTC Business Operations ctcLink Accounting team every Thursday from 10 to 11 a.m. for special topics and ChartString clean-up working sessions.

Questions?  See the contact information listed in the event calendar links below.

DATE/TIME EVENT/TOPIC
Thursday, May 16, 10 a.m. ctcLink Accounting Team: PO & REQ Cleanup in Prep for Year-End
Thursday, May 23, 10 a.m. ctcLink Accounting Team: Year-End Closing Schedule Review
Thursday, May 30, 10 a.m. ctcLink Accounting Team: Expense Module Recon (YE Prep)
Thursday, June 6, 10 a.m. ctcLink Accounting Team: Accounts Receivable Recon Queries
Thursday, June 13, 10 a.m. ctcLink Accounting Team: Suspense Account Cleanup

As of June 17, sessions will be scheduled DAILY to support colleges in their year-end activities.

DATE/TIME EVENT/TOPIC
Tuesday, June 11, 10 a.m. ctcLink Accounting Team: Payroll Liabilities (rescheduled due to Juneteenth holiday)
Monday, June 17, 10 a.m. ctcLink Accounting Team: Outstanding Checks and Escheatment
Tuesday, June 18, 10 a.m. ctcLink Accounting Team: Capital Asset Reconciliation
Thursday, June 20, 10 a.m. ctcLink Accounting Team: VPA Year-end Reconciliation and Process
Friday, June 21, 10 a.m. ctcLink Accounting Team: FYE24 Open Q&A
Monday, June 24, 10 a.m. ctcLink Accounting Team: Inventory Year-end
Tuesday, June 25, 10 a.m. ctcLink Accounting Team: Payables
Wednesday, June 26, 10 a.m. ctcLink Accounting Team: FYE24 Open Q&A
Thursday, June 27, 10 a.m. ctcLink Accounting Team: Year-end Accrual Process
Friday, June 28, 10 a.m. ctcLink Accounting Team: FYE24 Open Q&A

FIN Daily Fiscal Year-end (FYE) Work Sessions

Join the SBCTC Business Operations ctcLink Accounting team for Fiscal Year-end 2023-2024 accounting support and guidance. Topics include, but are not limited to, FYE preparation, reconciliation, and processes.

These focused work sessions will run daily, Monday through Friday (except holidays), 10 to 11 a.m., July 1 through August 2, 2024.

Questions?  See the contact information listed in the event calendar links below.

DATE/TIME EVENT/TOPIC
Monday, July 1, 10 a.m. ctcLink Accounting Team: FYE Work Session on Deposits in Transit
Tuesday, July 2, 10 a.m. ctcLink Accounting Team: FYE Work Session on Due To/Due From
Wednesday, July 3, 10 a.m. ctcLink Accounting Team: FYE Work Session Open Q&A
Thursday, July 4, 2024 Independence Day Holiday
Friday, July 5, 10 a.m. ctcLink Accounting Team: FYE Work Session Open Q&A
Monday, July 8, 10 a.m. ctcLink Accounting Team: FYE Work Session LGIP & CoP
Tuesday, July 9, 10 a.m. ctcLink Accounting Team: FYE Work Session Leave Accrual
Wednesday, July 10, 10 a.m. ctcLink Accounting Team: FYE Work Session Open Q&A
Thursday, July 11, 10 a.m. ctcLink Accounting Team: FYE Work Session Lease / SBITA / PPP
Friday, July 12, 10 a.m. ctcLink Accounting Team: FYE Work Session Open Q&A
Monday, July 15, 10 a.m. ctcLink Accounting Team: FYE Work Session Spend Down/Negative Cash Clearing
Tuesday, July 16, 10 a.m. ctcLink Accounting Team: FYE Work Session Open Q&A
Wednesday, July 17, 10 a.m. ctcLink Accounting Team: FYE Work Session Unearned Revenue
Thursday, July 18, 10 a.m. ctcLink Accounting Team: FYE Work Session Shared Leave
Friday, July 19, 10 a.m. ctcLink Accounting Team: FYE Work Session Open Q&A
Monday, July 22, 10 a.m. ctcLink Accounting Team: FYE Work Session B&I, International, Running Start
Tuesday, July 23, 10 a.m. ctcLink Accounting Team: FYE Work Session Disclosures
Wednesday, July 24, 10 a.m. ctcLink Accounting Team: FYE Work Session Allocation of Rev
Thursday, July 25, 10 a.m. ctcLink Accounting Team: FYE Work Session P132 & P133
Friday, July 26, 10 a.m. ctcLink Accounting Team: FYE Work Session Open Q&A
Monday, July 29, 10 a.m. ctcLink Accounting Team: FYE Work Session Clearing Cash
Tuesday, July 30, 10 a.m. ctcLink Accounting Team: FYE Work Session Open Q&A
Wednesday, July 31, 10 a.m. ctcLink Accounting Team: FYE Work Session Open Q&A
Thursday, Aug. 1, 10 a.m. ctcLink Accounting Team: FYE Work Session Open Q&A
Friday, Aug. 2, 10 a.m. ctcLink Accounting Team: FYE Work Session Open Q&A

FIN Work Session: Grants/Projects Q&A Drop-In

Every second Monday of the month at 11 a.m. join the ctcLink Finance Customer Support team for a collaborative, interactive and troubleshooting drop-in session on everything Grants/Projects.

Questions?  See the contact information listed in the event calendar links below.

DATE/TIME EVENT/TOPIC
Monday, June 10, 11 a.m. FIN Work Session: Grants/Projects Q&A Drop-In
Monday, July 8, 11 a.m. FIN Work Session: Grants/Projects Q&A Drop-In

Finance (FSCM) College Users Production Support Meetings

Meetings are held every Tuesday, from 2 to 3 p.m.

These sessions are open to ALL Finance (FSCM) end users. The ctcLink Finance Customer Support team provides updates on Service Tickets, PeopleSoft enhancements, and open forum time to ask questions or request future topics.

DATE/TIME EVENT/TOPIC
Tuesday, May 21, 2 p.m. FIN Work Session: YEAR END TOPICS on GR, BI, AR
Tuesday, May 28, 2 p.m. FIN Work Session: FSCM Prod Support Meeting *CANCELED*
Tuesday, June 4, 2 p.m. FIN Work Session: YEAR END TOPICS on PU, AP, KK
Tuesday, June 11, 2 p.m. FIN Work Session: YEAR END TOPICS on AM, GL
Tuesday, June 18, 2 p.m. FIN Work Session: FSCM Prod Support Meeting
Tuesday, June 25, 2 p.m. FIN Work Session: YEAR END TOPIC on PO Rollover

Monthly Student Finance/General Ledger SF/GL Open Forum

Every second Wednesday, 2 to 3 p.m., the SBCTC Business Operations Accounting team invites you to bring your questions (and solutions) to share during this open forum meeting space for all things Student Finance/General Ledger (SF/GL) related.

There is no formal agenda as we welcome all questions about everything from item types and second journal sets to waivers, queries, or internal cash reconciliation.

See the SBCTC meetings and events calendar and look for ctcLink Accounting Team: SF/GL Open Forum Meeting.

DATE/TIME EVENT/TOPIC
Wednesday, June 12, 2024 ctcLink Accounting Team: SF/GL Open Forum Meeting
Wednesday, July 10, 2024 ctcLink Accounting Team: SF/GL Open Forum Meeting

FAFSA Effort Appreciation from the Governor’s Office

Paul Francis, SBCTC Executive Director, shared a note of appreciation sent by Maddy Thompson, Senior Policy Advisor for Education and College Access in the Governor’s office, to higher education leaders (Paul Francis, SBCTC; Terri Standish-Kuon, Independent Colleges of Washington; and Ruben Flores, Council of Presidents).

This is much-deserved recognition to each of you for the work you do– directly or indirectly – and have been doing for months to serve our colleges so that Washingtonians, many of whom are from marginalized backgrounds and overcome incredible barriers to continue their education, will receive the resources that will allow them to enroll this summer and fall.

Paul said that while there remains a great deal of work to do, the fact that we’ve successfully worked across divisions and teams to collaborate and communicate has helped us to face this historic challenge with grace, speed, and precision. He said this is just one more reminder that the work we do changes lives and we cannot ever forget that.

Dear Paul, Ruben, and Terri:

Please pass on sincerest thanks to your financial aid teams from the Governor’s office. We recognize that they have been putting in a great deal of additional effort this year to create financial aid packages for current and potential students, and are also meeting or talking with students who are having problems with getting their FAFSA submitted.

With all the problems with the new FAFSA, it has been a very hard year, and we want them to know they are very much appreciated.

Thanks also to the communications teams, IT teams, administrators, and other staff who are supporting these efforts!

I particularly appreciate the fact that financial aid officers are meeting with students who have not been able to get their FAFSA submitted yet. The Governor went to a high school in Southwest Washington last week to encourage students to persist in filling out their FAFSA. Afterwards, I met with a student who was still unable to get her FAFSA through as her parents’ information was not going through. This student is a leader in her high school and in the Latinx community, she has a job outside of school, and she performs very well academically. She has been accepted to WSU-Vancouver but is worried that she cannot afford to attend. It is students like her who could slip through the cracks this year. The effort your financial aid teams are making when meeting with these students is helping to prevent that. Soon she will graduate high school and not have the support of her school system to help make connections. Not all students are confident enough to reach out or even realize it is an option.

Fortunately, she attended the meeting with the Governor and Ed Esparza from WSU-Vancouver was there. He said he would connect her with the financial aid office.

We have the most generous state financial aid program in the country (see the Executive Summary on page 2 and Table 12 on page 23 of this annual NASSGAP survey: 2021-2022-53rd.pdf (nassgapsurvey.com), and we want all the students who are eligible to take advantage of it.

The Governor’s letter to College Bound eligible students went out last week to encourage them to continue to persist in submitting their FAFSA or WASFA.

Thanks again for all you are doing at COP, SBCTC, and ICW and thanks to your institutions.

Sincerely,
Maddy Thompson, Senior Policy Advisor, Education and College Access
Office of Governor Jay Inslee

SBCTC FAFSA Resources Webpage

Visit the 2024-25 FAFSA Resources web page for regularly updated information for college employees and includes updated FAQ templates including a Q&A center.

FAFSA Simplification Q&A center (for colleges)

Submit questions and ideas about FAFSA simplification efforts to the SBCTC FAFSA Response Team 

FAFSA in the News

All-Pillar Learning Opportunity: End of Fiscal Year Prep

Monday, May 20, 2024, 9 to 11 a.m.

Join Webex | Meeting number (access code): 2663 924 7352 | Password: wGTNeUTZ233

In this session, SBCTC will present a high-level view of how all ctcLink pillars interconnect, with an emphasis on Fiscal Year End (FYE) preparation.

FYE prep includes

  • Human Capital Management Transactions
  • Campus Solutions Core Student Services
  • Financial Aid Review
  • Student Financials Reconciliation and Spring Cleaning
  • Finance Tasks/Checklists and General Ledger

Learning objectives

  • A high-level overview of how information flows within ctcLink pillars
  • A high-level overview of each pillar and the resources and tools available for end of year cleanup, including queries, documents, reference guides, and process guides
  • Where to access links to previous/upcoming trainings regarding reconciliation/end of fiscal year prep

Details

Registration & Recording

This session will be recorded and added to the ctcLink Work Session Information Canvas Course under the Cross-Pillar Work Sessions 2024.

Please note, while you can attend the session just by clicking the Webex link, to access Training Recordings in the future, the specific Canvas Course needs to be added to your courses.

You can register for SBCTC Canvas Courses through the Accessing ctcLink Courses on Canvas Training Registration Form page.

FA Learning Opportunities

Financial Aid (FA) Work Sessions

Financial Aid (FA) Work Session meetings are on the fourth Thursdays, from 1 to 3 p.m.

The FA Functional Support team facilitates alternating between functional team delivered content and college user delivered content with the support of the FA functional team. The end of each meeting is open for colleges to ask questions about the topic presented. These sessions are open to ALL end users.

Find the latest information, including notices of cancellation or schedule changes, on the ctcLink Training page or on the SBCTC meetings and events calendar (apply filters).

All-Pillar Learning Opportunity: End of Fiscal Year Prep

Monday, May 20, 2024, 9 to 11 a.m.

Join Webex | Meeting number (access code): 2663 924 7352 | Password: wGTNeUTZ233

In this session, SBCTC will present a high-level view of how all ctcLink pillars interconnect, with an emphasis on Fiscal Year End (FYE) preparation.

FYE prep includes

  • Human Capital Management Transactions
  • Campus Solutions Core Student Services
  • Financial Aid Review
  • Student Financials Reconciliation and Spring Cleaning
  • Finance Tasks/Checklists and General Ledger

Learning objectives

  • A high-level overview of how information flows within ctcLink pillars
  • A high-level overview of each pillar and the resources and tools available for end of year cleanup, including queries, documents, reference guides, and process guides
  • Where to access links to previous/upcoming trainings regarding reconciliation/end of fiscal year prep

Details

Registration & Recording

This session will be recorded and added to the ctcLink Work Session Information Canvas Course under the Cross-Pillar Work Sessions 2024.

Please note, while you can attend the session just by clicking the Webex link, to access Training Recordings in the future, the specific Canvas Course needs to be added to your courses.

You can register for SBCTC Canvas Courses through the Accessing ctcLink Courses on Canvas Training Registration Form page.

HCM Learning Opportunities

HCM Work Session Meetings

Human Capital Management (HCM) meetings are held every other Wednesday, from 1 to 3 p.m. The HCM Functional team along with the training team offers Work Sessions and Training Sessions around the different functionality in HCM.

Behind the Integration Broker (IB): Data Synchronization between HCM and CS Pillars

Thursday, Aug. 1, 2024, 1-3 p.m., Read more and join the session

Seeking clarity about what data moves from HCM to Campus Solutions? And how?  We hope to not only satisfy your curiosity but also make it easier for your Student Records and HR offices to stay in sync and achieve your intended outcomes. 

This session will be an introduction to what Integration Broker (IB) is, how it works and what it does.  We’ll discuss some of the basic consideration points and tips about managing biodemo data, particularly those nuances of being in a multi-pillar, global environment. 

Questions? Contact CS Core Support.

All-Pillar Learning Opportunity: End of Fiscal Year Prep

Monday, May 20, 2024, 9 to 11 a.m.

Join Webex | Meeting number (access code): 2663 924 7352 | Password: wGTNeUTZ233

In this session, SBCTC will present a high-level view of how all ctcLink pillars interconnect, with an emphasis on Fiscal Year End (FYE) preparation.

FYE prep includes

  • Human Capital Management Transactions
  • Campus Solutions Core Student Services
  • Financial Aid Review
  • Student Financials Reconciliation and Spring Cleaning
  • Finance Tasks/Checklists and General Ledger

Learning objectives

  • A high-level overview of how information flows within ctcLink pillars
  • A high-level overview of each pillar and the resources and tools available for end of year cleanup, including queries, documents, reference guides, and process guides
  • Where to access links to previous/upcoming trainings regarding reconciliation/end of fiscal year prep

Details

Registration & Recording

This session will be recorded and added to the ctcLink Work Session Information Canvas Course under the Cross-Pillar Work Sessions 2024.

Please note, while you can attend the session just by clicking the Webex link, to access Training Recordings in the future, the specific Canvas Course needs to be added to your courses.

You can register for SBCTC Canvas Courses through the Accessing ctcLink Courses on Canvas Training Registration Form page.

Turning on Tuition Calculation

When ready, please submit a ticket to turn on Summer & Fall nightly tuition calculation jobs. This should be prior to your registration opening for the term(s). Contact SFSupport@sbctc.edu if you have any questions or need further clarification.

Keywords: Item Type Field Configuration Update

The SF and FA support teams are collaborating to update item type descriptions and functionality using the Keyword fields. These updates aim to enhance clarity and consistency for students and staff alike.

Please confirm your institution has reviewed and submitted the requested homework. Contact SFSupport@sbctc.edu if you have any questions or need further clarification.

SF Learning Opportunities

Please feel free to reach out to SFSupport@sbctc.edu if you have any questions or need further clarification.

SF Work Session: SF Reconciliation

Monday, May 20, 2024, 9-11 a.m., Learn more and join the session

In this session, we will cover Student Financials reconciliation tips which may include:

  • Third Party
  • Outstanding Credits
  • Second Journal Set
  • Item Types
  • Over/Shorts
  • And more...

SF Work Session: Write-Off Updates

Thursday, May 23, 2024, 1 p.m., Learn more and join the session

During this session, the SF Team will provide insights into the necessary considerations and actions required for confidently writing off student account balances. Additionally, we will discuss the (new) proper item type to use for this crucial step in the bad debt allowance process, a decision reached in collaboration with the Business Operations division.

Enhance your understanding and proficiency in managing bad debt write-offs in this comprehensive training session. Join us to ensure your institution is well-equipped to handle these important financial processes in ctcLink:

  • Review how past due student account balances end up being written off and explore all the standard ctcLink functional processes that occur before the Write-Off stage
  • Get insights into the necessary considerations and actions required for confidently writing off student account balances
  • Discuss the proper item type to use for this crucial step in the bad debt allowance process, a decision reached in collaboration with the Business Operations division
  • Learn possible clean-up and validation practices from the Business Operation team to ensure your General Ledger bad debt allowances remain up to date

Monthly Student Finance/General Ledger SF/GL Open Forum

Every second Wednesday, 2 to 3 p.m., the SBCTC Business Operations Accounting team invites you to bring your questions (and solutions) to share during this open forum meeting space for all things Student Finance/General Ledger (SF/GL) related.

There is no formal agenda as we welcome all questions about everything from item types and second journal sets to waivers, queries, or internal cash reconciliation.

See the SBCTC meetings and events calendar and look for ctcLink Accounting Team: SF/GL Open Forum Meeting.

DATE/TIME EVENT/TOPIC
Wednesday, June 12, 2024 ctcLink Accounting Team: SF/GL Open Forum Meeting
Wednesday, July 10, 2024 ctcLink Accounting Team: SF/GL Open Forum Meeting

Legacy Apps Enhancements Went Live Monday

We are excited to inform you about upcoming enhancements to the Legacy Transcript and LegacyLink applications. These updates were implemented on the evening of Monday, May 13. Details and instructions were sent to the ctcLink College Leaders and college ctcLink Local Security Administrators.

What’s changing in Legacy Transcript?

Student Date of Birth Requirement

Going forward, the student date of birth will be a required field in the transcript submission process. This mandatory requirement is being introduced to ensure the accuracy of student records and to prevent any potential issues with invalid dates of birth. With this validation in place, the inbound transcript process will proceed smoothly without encountering errors related to incorrect or missing birth dates.

Transparent Background for Official Transcript

The official transcript format has been enhanced to feature a transparent background. This modification ensures that any background images incorporated into the transcript will not obscure or interfere with the visibility of essential transcript information. By making the entire page background transparent, we aim to optimize the readability and clarity of the transcript content.

Legacy Transcripts User Report (ER 244):

A new User Report was developed to track access assigned to Legacy Transcript users.  This report can be used to verify Legacy Transcript Link user access during onboarding and offboarding activities.  The report is viewable only to users with the Administrator role selected in their Legacy Transcripts user profile. 

What’s changing in LegacyLink?

LegacyLink User Report (ER 244)

A new User Report has been developed to track which page and report access has been assigned to LegacyLink users. This report can be used to verify LegacyLink user access and during onboarding and offboarding activities.  The report is viewable only to users with the College Administrator setting in their LegacyLink user profile.

Please reach out to Dani Bundy, ctcLink Customer Support Director, if you have any questions.

Data Summit 2024: Save the Date!

Monday, Aug. 19 (all day) & Tuesday, Aug. 20 (tentative half-day) at South Puget Sound Community College, Lacey Campus.

Planning for Data Summit 2024 is now underway

The DataLink Steering Committee (IT Commission & Research and Planning Commission) is in the planning stages for another informative event discussing all things data. Last year, participants heard from several areas about work occurring to set a foundation for growth in this area. 

In 2024, the committee aims to build on that foundation with valuable discussions and a more in-depth look at our system’s data landscape and data needs.

The agenda is under development but will include:

  • Hands-on work with the data
  • Deep dives on hot topics
  • Topic-specific groups, rather than role-specific
  • Opportunities for collaboration
  • Information on what’s coming down the road

For the Tuesday half-day, the planning team is considering hands-on, deep dives into a couple of topics, but nothing is set.

Get involved

We want to hear from you!

Query Developer Learning Opportunities

Step Up your Query Game

Learn more about the Designated Query Developer Training series and start your journey to becoming your college’s very own query guru! Or query wizard, if you prefer. Or maestro. Maybe a goddess, crackerjack, wizard, or maven. It’s up to you!

Upcoming courses include:

Plan ahead for 2024

The ctcLink Training Calendar has been updated with 2024 instructor-led query-related training. To clear filter settings, select None. Then select ctcLink Learning Opportunities > Reporting Training.

How to Enroll in Query Developer Courses

The process to enroll in Query Developer Canvas courses has been streamlined. Now, instead of emailing Data Services, simply:

  • Visit the ctcLink Training Registrationpage,
  • Select the class(es) from the Designated Query Developer Training section,
  • Follow the sign-up process.

More for PeopleSoft Query Developers

Find more ctcLink PeopleSoft Query Development resources including forms, documentation, and tools at the ctcLink PeopleSoft Reporting web page.

ctcLink Accessibility Monthly Open Forum

Join us! The ctcLink Accessibility monthly forums engage Washington's community and technical college system in discussions around ctcLink accessibility and technology. We aim to improve communication and transparency while providing space for productive and solution-focused dialog. Our main objective is to deliver accessible technology for all our students, staff, and the larger community.

Meetings are held the second Tuesday of each month, 11 a.m. to noon.

The next ctcLink Accessibility Open Forum will be Tuesday, June 11, 2024, at 11 a.m. All are welcome to attend via Zoom.

In case you missed a meeting, please see materials from past Open Forums.

 

Last Modified: 6/13/24, 8:44 AM
starburst graphic